Administrative Support Assistant

Trinity Global ConsultingAlbuquerque, NM
3hOnsite

About The Position

Duties May Include: Receive, route, and track incoming and outgoing materials including controlled or routine correspondence, reports, memoranda, and other written communications; use standard or form letters to reply to inquiries; prepare outlines for correspondence and reports. Perform office automation duties to prepare correspondence, forms, and reports including technical material, graphs, and charts; enter information into established databases and tracking systems; provide qualified typing services. Maintain appointment and meeting schedules for the Director and senior staff members as directed; serve as point of contact for conference room scheduling; coordinate and attend meetings; prepare meeting minutes and follow up on action items. Receive and screen telephone calls and visitors from within and outside the organizational unit; respond to general inquiries; resolve issues of a general nature and refer complex matters to the supervisor for resolution. Perform timekeeping duties in ITAS; prepare travel requests for first duty and transfer employees; assist new employees with travel voucher completion; purchase supplies utilizing prescribed procurement guidelines; establish and maintain filing systems. Coordinate orientation of new staff and contractors; track required training completion for all staff; adapt to and utilize IHS IT systems including EHR and/or RPMS; perform work with multicultural patients and interpreters as necessary for non-English speaking patients.

Requirements

  • High School Diploma or GED — proof required prior to assignment
  • Valid motor vehicle operator's license — may be required to operate Government-Owned (GSA) vehicles
  • Demonstrated placement as an Administrative Support Assistant within the past 5 years on projects similar in size and scope — documentation must be included with proposal submission
  • Ability to successfully complete Level 1 NACI background investigation with fingerprinting (HSPD-12) and CNACI character investigation (PL 101-630) via NBIS eAPP prior to start of services
  • This position requires on-site work at a federal healthcare facility operated by HHS/IHS. Individuals must meet all federal facility health and immunization requirements as a condition of site access. Proof of compliance will be required after a conditional offer of employment. Reasonable accommodations will be considered where legally required.
  • Ability to complete all required IHS training within 30 days of start: Protecting Children from Sexual Abuse (IHM Circular 19-05), Trauma-Informed Care and Historical Trauma, ISSA, and Fraud, Waste, and Abuse
  • Compliance with Federal Code of Conduct and all IHS, HIPAA, and Privacy Act requirements governing patient information
  • Ability to perform on-site, Monday through Friday, 8:00 AM – 5:00 PM

Nice To Haves

  • Proficiency in MS Word, MS Excel, and Microsoft Teams
  • Database and file management skills
  • Basic financial literacy and supply procurement experience
  • Event coordination and logistics management experience
  • Spanish language proficiency — strongly preferred given Santa Fe, NM patient population demographics
  • Prior experience with government timekeeping systems (ITAS or equivalent)
  • Prior experience with Electronic Health Records (EHR), RPMS, or similar clinical information systems
  • Prior administrative support experience in a federal healthcare, tribal health, or clinical environment
  • Experience supporting executive-level scheduling and calendar management

Responsibilities

  • Receive, route, and track incoming and outgoing materials
  • Perform office automation duties to prepare correspondence, forms, and reports
  • Maintain appointment and meeting schedules
  • Receive and screen telephone calls and visitors
  • Perform timekeeping duties in ITAS
  • Coordinate orientation of new staff and contractors
  • Track required training completion for all staff
  • Adapt to and utilize IHS IT systems including EHR and/or RPMS
  • Perform work with multicultural patients and interpreters as necessary for non-English speaking patients.

Benefits

  • Medical, Dental & Vision Coverage – Coverage for eligible employees and family through CareFirst and VSP.
  • Paid Time Off – PTO granted in accordance with contract requirements.
  • Paid Holidays – 11 federal holidays observed annually.
  • Disability & Life Insurance – Short-term/long-term disability, life insurance, and AD&D coverage included.
  • 401(k) Retirement Plan – Competitive plan managed through Ameritas.
  • Professional Training – Formal training provided as required, with additional learning opportunities based on role.
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